Capacity planning is not a headcount exercise. A team can look fully staffed on paper and still be unavailable because of PTO, sick leave, country-specific holidays, overloaded owners, under-planned retainers, or missing role coverage.
BreezeLeave connects project plans to availability so managers can make delivery commitments with the real capacity picture in front of them. It owns the "capacity including PTO" angle because leave management is the same product, not a separate integration.
For agencies with people across several countries, the gap between calendar weeks and delivery weeks gets noisy fast. Different public holiday sets, different leave entitlements, different working schedules. BreezeLeave does the working-day math instead of leaving it on a spreadsheet.
The capacity signals teams usually miss
- Two key people are on leave during the same milestone window.
- A signed project starts as active work before anyone checks role coverage (design vs development vs QA).
- One owner is assigned to too many projects while another team has room to take on the next deliverable.
- Public holidays reduce a delivery week differently across countries on a regional team.
- Retainer obligations get squeezed when one-off projects take the slot that was reserved for them.
Capacity planning features
Planned slots
Place unplanned projects into delivery slots only when capacity, timing, and ownership make sense. New work does not auto-land on overloaded calendars.
PTO-aware forecast
Forecast capacity with approved leave, public holidays, planned allocations, and team availability in the same view, by country if needed.
Role and resource planning
Track role requirements, assignments, planned hours, and FTE demand for project and retainer work so you do not staff one role and miss another.
Bottleneck visibility
Spot overloaded people, free capacity, capacity gaps, and projects that need attention before the next planning meeting.
Unplanned work intake
A clear queue for newly signed deals, surprise scope, or upgrades from retainers so they do not silently overwrite committed delivery weeks.
Multi-country holidays
Each country contributes its own holiday calendar to the capacity math; a delivery week in Spain is not the same as a delivery week in Germany.
How teams use it
- Start with unplanned work from sales, GetAccept, or a manually created project.
- Check available people, PTO, public holidays, role demand, and current workload in one view.
- Assign the work to a realistic slot instead of forcing it onto an overloaded calendar.
- Review the forecast weekly as PTO requests, logged hours, and project scope change.
- Replan retainer coverage when long approved leave changes who can cover the work.
Capacity including PTO is the entire point
A capacity tool that ignores leave produces commitments the team cannot keep. Approved PTO, sick leave, public holidays, country calendars, and weekend rules all change the number of delivery hours available in a given week.
Because BreezeLeave already manages those, project capacity is computed from the same source. There is no second integration to keep in sync, no second tool to log into, and no spreadsheet someone has to update by hand the morning of the planning meeting.
When unplanned work is healthier than instant-planned work
Signed deals that go straight into the active project list cause silent overcommitment. A safer pattern is to land new work as unplanned, let a PM check role coverage and timing, then move it into a planned slot.
BreezeLeave treats the unplanned queue as a real state, not a missing field. Sales can sign deals quickly, delivery does not get blindsided, and account leads can give clients realistic start dates instead of optimistic ones.
Frequently asked questions
Everything you might want to know before getting started. Still have questions? Reach out anytime.
Yes. Leave, public holidays, team availability, project allocations, and planned work are connected so capacity is not calculated from headcount alone.
Yes. Unplanned project intake and planned slots help teams decide when work should start, so the delivery team is not immediately overloaded by every new signed deal.
Yes. Each country contributes its own public holiday calendar and working-day rules. Capacity totals reflect the country mix on each project, not a single national calendar.
Yes. Role and FTE demand are tracked alongside specific assignments, so you can see when a project is missing a designer or QA capacity even if the headcount total looks fine.
Generic resource planners assume everyone is available every working day unless someone updates a separate calendar. BreezeLeave already runs the leave calendar, so capacity reflects approved PTO automatically.
No. It is available alongside leave management as part of the project operations layer. You enable it when you need it; you do not need a second tool.